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Retention policy on MLS back-up files?
Posted: Mon Apr 15, 2013 7:53 am
by abegregory
I had a ward clerk ask me yesterday whether he can delete old MLS back-up files, saved each time he backs up MLS. I can't find any instruction/guidance on retention of the MLS back-up files. Any insight?
Thanks!
Re: Retention policy on MLS back-up files?
Posted: Mon Apr 15, 2013 12:11 pm
by russellhltn
I think it's safe to say that you can discard the MLS files at the same time you dispose of the financial records - that would be 3 years plus current in the US. (Other places may be 5 years plus current).
Even then, that seems longer then needed. You might want to keep year-end backups that long, but for the others, I doubt anyone would go back more then a few months.
Re: Retention policy on MLS back-up files?
Posted: Mon Apr 15, 2013 2:57 pm
by Gary_Miller
Since its just a back up file I would think about 3 months would be acceptable. I keep six months of weekly backup on the clerk computer and a USB drive locked away in the clerks office. I also Have a USB drive I keep at home that I back up at the end of each month.